The vendor is required to provide the recording and transcription services 2025-2028 for the city.
• Customer service and satisfaction: service is available at the times detailed in the specifications; monthly log is provided to the city upon request; invoicing is accurate and comports with bid requirements and is sent to the appropriate city departments.
• Equipment performance: equipment is monitored to ensure that service interruptions and malfunctions are kept to a minimum; malfunctions are corrected promptly and efficiently.
• Work product deliverable: printed transcripts comport with required standards and are submitted in a final publishable form within five (5) business days of the meeting.
- The recording of the planning board proceedings by stenographer or court reporter would involve the following.
- The assumption is that the planning board meetings are from 6:30 p.m. to 12:00 a.m., and that the planning board meets Tuesday evenings, a total of 42 meetings.
- Additional meetings on Tuesday evenings may be scheduled.
- Stenographic services, recording and transcription:
• The planning board meets approximately four times a month, on Tuesday approximately 42 weeks at four and a half hours of recording services at public hearing and/or meeting, approximately 200 hours.
• 10,000 pages of hearing transcript based on a double-spaced typed format containing 22 lines of test of 60 characters/spaces per line.
- Inspectional services
• The successful bidder shall record and transcribe hearings and shall provide verbatim transcripts, certified as to truth and accuracy, of the proceedings at the board of zoning appeal hearings.
• Produce a certified, verbatim transcript and deliver it to the inspectional services department within five working days of each such hearing.
• The recorder must be able to handle evening hearings which may end as late as midnight.
• The successful bidder will provide a telephone number to reach the recorder in the event of an emergency.
- HR department
• The successful bidder must be available to record and transcribe hearings, including evening hearings, and shall provide verbatim transcripts, certified as to truth and accuracy, of the hearings.
• Alternatively, the successful bidder must be able to produce a certified, verbatim transcript upon receipt of an audio file of a previously recorded hearing
• The successful bidder shall produce a certified, verbatim transcript and deliver it to the HR department within five working days of each such hearing or receipt of each such recording.
• The successful bidder will return unaltered original recordings to the HR department.
- Contract Period/Term: 3 years
- Questions/Inquires Deadline: March 26, 2025